Leave from HDR studies
Please note: in February 2021 a new digital system, Research Education Candidature System (RECS) was launched to allow HDR candidates to manage many administrative tasks that were previously the responsibility of HDRAC or Sydney Student. Some of our information regarding these processes might be outdated. We are currently in the process of updating it.
If you have difficulties with RECS contact HDRAC for assistance.
HDR candidates are entitled to take leave for a number of reasons. Taking leave can help you manage challenges that would otherwise impact your ability to finish your degree in time. Leave is for a period of a few days or a few weeks.
Candidature time limits
The University requires a doctoral candidate who commenced after 1 January 2019 to submit their thesis for examination in a maximum of 3.5 years’ Equivalent Full-Time Study Load (EFTSL). Master’s by Research candidates who commenced after 1 January 2019 are required to submit in a maximum of 1.5 years’ EFTSL. Check the University of Sydney (Higher Degree by Research) Rule 2011 for length of candidature requirements.
Within these maximum time limits, HDR candidates are entitled to take time off for various reasons. If you require more than a few days or few weeks off, check with HDRAC whether you should suspend so you don’t use up your allocated candidature time.
The timeline for HDR candidature is organised around blocks known as research periods (RPs). An academic year comprises of four RPs. RPs are important for calculating tuition fees, scholarship payments, and the amount of time you have left before you should submit your thesis for examination.
Understanding your leave entitlements
If you think you might need to take time off, do the following first:
- Check in with the Higher Degree by Research Administration (HDRAC). HDRAC can interpret University policy on leave and other entitlements. They can also let you know exactly how much time you have left to complete your degree.
- If you receive a scholarship (from the University or another funding body), you should consult the scholarship’s terms and conditions for leave entitlements. Familiarise yourself with the administrative procedures for notifying your funding bodies if you take significant time off, as you might stop receiving payments during these periods. When you return to active candidature you may need to formally notify your funding bodies to re-start payments.
Types of leave
Leave of absence
If you need to take a break for less than one research period, apply for a leave of absence.
A leave of absence does not stop the time on your candidature, meaning you are considered to be enrolled for the relevant research period (and will be liable for tuition fees, if applicable). A leave of absence does not change your completion timeline.
If you need to take longer leave, you can apply to suspend your candidature for one or more research periods. Suspension stops the time on your candidature for the approved research period, and will therefore change your thesis submission date. This means you will need to adjust your progress plan to amend your latest possible thesis submission date.
HDR candidates can usually only suspend their studies after they have completed 12 months Equivalent Full-Time Study Load, and have had their candidature confirmed (i.e. passed probation). However, you can request a suspension within your first 12 months for exceptional circumstances (e.g. for health, family or work matters). If you receive a scholarship, check for restrictions on suspending. For example, the Research Training Program Stipend Scholarship (RTPSS) does not currently permit suspensions in the first 6 months of candidature.
Accessing the University library while on suspension
If you suspend your studies, you will lose access to University library borrowing privileges, and will need to apply for a temporary library account. Make sure you do this before your suspension starts. To speed up the registration process, the library suggests submitting the application form in person to the Student Centre rather than by email. Visit the library website for further information. You will also lose access to facilities such as your laboratory, but you can request your lead supervisor to grant you special or voluntary access to the lab during a period of suspension.
Holders of an RTP (domestic) scholarship or a University of Sydney International Scholarship (USydIS) are entitled to up to 20 days of recreational leave for each year they receive the award. This leave does not accrue – any portion unused by the end of your award will be forfeited. So don’t forget to take a holiday!
RTP or USydIS holders can apply for a maximum of 12 weeks paid parental leave if they give birth during the tenure of the award, and if they have already completed 12 months of their scholarship. You must apply for this leave at least 4 weeks prior to the expected date of delivery (If you want to take a longer period of time off, you can suspend your candidature, see above).
Partners can apply for a maximum of 5 days paid parental leave, if they have already completed 12 months of their scholarship.
Discrimination against a worker due to pregnancy is illegal in Australia. University staff must adhere to policy and treat all students with respect. HDR supervisors must be responsive and supportive to your health needs – including pregnancy – and be prepared to discuss leave entitlements.
Applying for leave and supervisor approval
Even if you’re accessing recreational leave allowed by your RTP or USydIS scholarship, you need to give your supervisor notice. In the case of paid sick leave, inform your supervisor as soon as you reasonably can that you need to take sick leave.
Supervisors need to agree with (for recreational, sick or parental leave) or approve (for leaves of absence or suspensions) leave requests. All leave requests should be made via Sydney Student, which includes a step for supervisor approval.
Leave entitlements and workplace health and safety
Leave entitlements exist in University policy because the University is legally obliged to look after its workers – which includes HDR candidates. Ignoring a worker’s health could mean the University is contravening its responsibility to provide a safe workplace. Contact SUPRA if you have any concerns or issues around accessing your leave entitlements.
Resuming your research after leave
Just as it’s important to officially inform the University of any intention to take leave, it’s vital that you comply with any necessary administrative obligations to inform the University when you resume active candidature. This will also ensure any scholarship payments commence again.